BOOKING AGREEMENT TERMS AND CONDITIONS – KINGDOM TOURS PTY (LTD) TOUR TO SOUTH AFRICA, June 18th-30th – 2025
Kingdom Tours Pty (LTD) is a full-service tour operator conducting first-class tours to South Africa and other African Countries. These terms and conditions (the “Agreement”) describe what you are legally entitled to expect from us when you book your trip through us, in addition to important obligations you make as a customer that affect your legal rights. The terms “we”, “us”, “our”, “KT” and “Tour Operator” refer to Kingdom Tours PTY (LTD). The term “you” “participant” “customer” refers to the customer visiting our website, and/or booking a reservation through us.
YOUR ACCEPTANCE OF THESE TERMS AND CONDITIONS: By booking your arrangement with us, you are agreeing to be bound by the terms of this Agreement and any additional terms and conditions of any Supplier that apply to your booking, and travel arrangements. The lead participant assumes the responsibility of sharing these Terms and Conditions with each trip participant, including payment of all amounts when due. It is the responsibility of each participant to read our terms and conditions in its entirety.
Kingdom Tours PTY (LTD) is not responsible for any participant’s unawareness of the terms and conditions due to the failure of the lead participant to share this information with all other participants. If you do not agree with our terms and conditions, you must NOT make any booking with us.
You acknowledge and agree that we may change these terms and conditions from time to time and that those changes become effective immediately. You agree to be bound by the terms and conditions that are in effect at the time of your travel or cancellation, whichever applies. You agree that it is your responsibility to be familiar with these terms and conditions and to check back from time to time for any changes.
You represent and warrant that (a) you are of sufficient age to use our services and website and can create binding legal obligations in connection with your use, (b) you are legally authorized to act on behalf of those you represent and accept these terms and conditions on their behalf, and (c) the information supplied by you or members of your group is true and correct. You understand that you are financially responsible for any use of our services or website by you and those for whom you make bookings.
You agree that any violation of any such terms and conditions may result in (a) the cancellation of your reservation or purchase, (b) your forfeiture of any monies paid for your reservation or purchase, (c) your being denied access to the applicable travel related product or service, and (d) our right to debit your account for any costs we incur as a result of such violation.
PAYMENTS: Since the operation of tours of this nature requires extensive long-term planning, costs are incurred long before the actual departure date. Therefore, all reservations include a service fee of $1000 per person of which $500 is non-refundable.* 50% of your total trip amount should be paid by January 1, 2025. Full payment is due April 15, 2024. While we do accept major credit cards including Visa, Mastercard, American Express and Discover, you must provide us a signed charge authorization agreement for every transaction for your trip. Your authorization is a binding agreement for us to charge your card and as such you waive any right to charge in the case of cancellation for any cause whatever, including a Force Majeure event, as defined herein, and agree to refund policies and procedures as outlined in these terms and conditions. *In the event of cancellation, the service fee is not used to pay vendors. This service fee covers labour costs of our agents in developing the itinerary, costing, registration, and the time spent communicating with the vendors.
If we do not receive any payment due in full and on time, we reserve the right to treat your booking as cancelled by you in which case the cancellation charges set out below will become payable. We reserve the right to refuse a booking without giving any reason and shall, in that event only, return any deposit received. Reservations are non-transferable.
LAND ARRANGEMENTS: Experiences and sightseeing are included as per the itinerary provided. Several packages are offered based on double occupancy (2 persons sharing a room), and single occupancy (1 Person Not sharing), with some including or Not including International flights including all taxes and service charges. Double rooms are booked for two (2) persons. Single rooms are an additional cost already included in the advertised price. While KT will try to match roommates, where we are unable to match roommates due to lack of roommates, a single room supplement charge will apply. If two people register and one cancels, they may be charged a single room fee if their cancellation forces their roommate into a single room. KT reserves the right to substitute hotels according to availability with adjustments where necessary.
PRE-EXISTING MEDICAL CONDITIONS/PERSONS WITH DISABILITIES: The nature of many of the destinations we travel to means that in some cases they may be unsuitable for those who use a wheelchair or have a lack of mobility. However, we will be delighted to discuss the feasibility of creating an adjusted itinerary for you that takes into consideration your level of mobility.
It is essential that you advise us before booking if you do have any disability or pre-existing medical condition which may affect your trip, or if you have any special requirements as a result of any disability or medical condition (including any which affect the booking process) so that we can assist you in considering the suitability of the arrangements and/or in making the booking. It will also enable us to make sure you receive the relevant level of assistance when you fly. Full details must be confirmed in writing at the time of booking and whenever any change in the condition or disability occurs. KT will make all reasonable efforts to accommodate requests, but cannot be responsible if ADA accommodations are not available. Any accommodations provided will be at the sole expense of the guest requiring the accommodation. Please note that accommodations outside of the USA may not be in compliance with the Americans with Disabilities Act and may not have wheelchair accessibility.
The tour guides and group leaders are, unfortunately, unable to offer additional assistance to passengers with limited mobility and all such assistance will need to be provided by whoever the passenger is travelling with. Participants with disabilities must notify KT in writing no later than the time of booking of the status and identity of their non-discounted, paid travel companion who will be responsible for providing all necessary assistance. We may request that you provide a letter from your doctor confirming your fitness to travel.
SPECIAL DIETARY REQUIREMENTS: You must inform us at the time of booking if you or a member of your party has any special dietary restrictions; however, it may not be possible for special diets to be catered to in some of the destinations we feature. For safety and liability reasons, KT and its representatives cannot be responsible for directly accommodating any food allergies, or dietary requirements and restrictions, and is not responsible for any issues or problems associated with the same. We will advise the hotels and airlines of your request but we cannot guarantee their availability.
AIR ARRANGEMENTS – if booked by KT for your tour: Packages are based on departure from specified gateway cities. Airfares are based on the lowest available fares subject to change and fare restrictions. Deviations from the itinerary specified may result in a higher airfare. All prices are subject to change by airlines without advance notice. Airline tickets cannot be changed or refunded once ticketed and are subject to a utilization penalty. KT is unable to use individual frequent flyer points to upgrade or accept them as partial payment for air transportation. Passengers are responsible for reconfirming their flights with the airline 24 hours before departure.
UPGRADES – if booked by KT for your tour: Upgrades and/or individual tickets (i.e., those who purchase Land Only packages) will need to be arranged by the traveller and are the sole responsibility of the individual traveller. If the guest is not on the group flight, he/she will be responsible for arranging ground transportation to meet the group at their first tour location upon arrival, as well as transfer to the airport for their departure. Groups are held to a tight schedule and will not wait for the arrival of any members not travelling with them.
TRANSFERS: Transfers are seat-in-coach basis unless specified. Passengers arriving and departing independently are responsible for their transfers. We will however be able to arrange transportation at cost and we encourage you to alert/ inform us of the arrival and departure times as well as airlines of your arrival or departure in n and out of South Africa.
NOT INCLUDED: Meals not specified in the itinerary, optional tours, charges for passports, visas, vaccinations and inoculations, laundry, liquor, accident, baggage charges, travel and medical insurance, telephone or cable charges, private non-group transfer, items of a personal nature, and any items not specifically listed as included.
TRAVEL PROTECTION: The purchase of individual travel insurance covering COVID-19 is mandatory. In addition to the required COVID-19 coverage, it is strongly recommended (and available for an additional fee) that you obtain travel protection coverage, covering at a minimum: Trip Cancellation or Interruption, Cancel for Any Reason, Medical Expense, Emergency Evacuation/Repatriation, and Baggage loss or damage. Travel insurance can help protect you in the event of loss of non-refundable trip deposits and payments that result from cancellation or trip interruption (due to a covered reason such as injury or illness before or during the trip). It also helps with reimbursement for medical emergency costs (including very costly medical evacuation costs), missed connections and baggage loss.
Certain countries require foreign visitors to have valid medical insurance on entry. Tour Operator cannot be held responsible for denied entry if a guest is unable to provide details to authorities of insurance or denial of entry for any reason.
Declining additional travel insurance could result in the loss of your travel cost and/or require more money to correct the situation. You also acknowledge that without further travel protection, there may be no way to recoup any losses, costs or expenses incurred. If you choose to travel without additional adequate insurance coverage, we will not be liable for any of your losses howsoever arising, for which insurance coverage would otherwise have been available.
INTERNATIONAL TRAVEL VISA & HEALTH: Before booking international travel, we recommend that you review any U.S. Government’s prohibitions, warnings and advisories applicable to your destinations. By offering travel to any particular destination, we do not represent that travel to such destination is safe or without risk. It is the responsibility of the traveller to become informed about the most current travel information, advisories and warnings by referring both to the U.S. State Department’s travel website at www.travel.state.gov and by accessing the Centers for Disease Control (CDC) website at wwwnc.cdc.gov/travel/notices. If the traveller still chooses to travel to the locale of a warning, the traveller assumes all risk of personal injury, death or property damage that may arise out of or which relates to the type of events warned against.
A valid passport is required for all participants with at least 2 empty/ blank pages. There is no visa requirement for citizens of the USA to travel to South Africa, however, all travellers’ passports must be valid until at least 6 months after the last date of travel. Many countries also require that your passport have at least two completely blank pages. For up-to-date visa requirements, U.S. citizens should visit www.travel.state.gov. Other nationals should contact the appropriate consulate for regulations. KT will not process visa applications or issue letters of invitation. The possession of required and valid passports and visas is the sole responsibility of the traveller.
When travelling domestically or internationally, the U.S. Transportation Security Administration (TSA) and U.S. Department of Homeland Security (DHS) advise that everyone carry at least two forms of acceptable identification to board a flight. Examples: DHS designated enhanced driver’s license, USA Passport, a foreign government passport. The name, date of birth and gender that appears on the identification card must exactly match the same data that is listed on airline ticket(s) and booking records. For more information, you can visit the TSA website at http://www.tsa.gov/travel/security-screening/identification.
It is essential that you see your physician before booking your trip and before travelling to make sure that you have taken all necessary health precautions, including any required inoculations. Some vaccinations require more than one visit with a period of weeks between injections. You should visit your physician at least 6 weeks before departure. For up-to-date medical advice we strongly recommend that you visit the Centers for Disease Control and Prevention (CDC) travelers’ health page: www.cdc.gov/travel or for non-US citizens, your country’s equivalent.
It is your sole responsibility to secure and/or pay for any and all visas, affidavits, immunizations, etc. that are required to be permitted entry into each destination. Please note that entry to any country may be refused even if the required information and travel documents are complete.
It is your responsibility to ensure that all of the details on your travel documents are correct and to bring to our attention any errors or discrepancies immediately. Your travel documents are valuable and should be safeguarded as if they were cash. It is not always possible to replace travel documents in the case of loss, theft, damage, etc.
We recommend that you keep a copy of your scanned passport (photograph page) in your email while travelling.
Any failure of a participant to have proper visas and/or passports will likely result in the participant not being able to leave the country or enter a destination and no refund will be available in any such case and the Tour Operator will have no liability in such case.
DISINSECTION: Some countries require insecticide spraying of aircraft before a flight or while you are on the aircraft. Federal law requires that we refer you to the Department of Transportation’s Disinsection Information page on their website at the time of booking for further information, www.transportation.gov/airconsumer/spray.
BAGGAGE: Due to the nature of KT tours, a guest may travel with one (1) checked piece of luggage, unless otherwise noted. Baggage fees may apply. Baggage is at “own risk” throughout the tour. KT is not responsible for lost or damaged baggage (baggage insurance is recommended; see insurance section). For more information on specific dimensions and weight allowances, visit your tour airline’s website. Tour Operator will not be responsible for any fees for non-compliant luggage.
MODEL RELEASE: I hereby grant permission, without reservation, to KT to use my name and to use photographs and/or sound and image recordings of me for the marketing and/or promotion of KT. I further release KT from all claims that I may have for any cause of action arising out of the use of my name and/or image.
TESTIMONIAL RELEASE: I hereby grant KT to use my testimonial in any of its publications, including website entries, without payment or any other consideration. I understand and agree that these materials will become the property of KT and will not be returned. In addition, I authorize KT to exhibit, publish or distribute this testimonial for purposes of publicizing KT or for any other lawful purpose. I hereby hold harmless and release and forever discharge KT from all claims, demands, and causes of action which I, my heirs, representatives, executors, administrators, or any other persons acting on my behalf or behalf of my estate have or may have because of this authorization. I have read this release before signing the TERMS AND CONDITIONS, and I fully understand the contents, meaning, and impact of this release.
CANCELLATION: KT is required to pay all suppliers well in advance of your tour date. All suppliers have their cancellation policies, which apply to your booking. All cancellations, including group cancellations, must be received in writing to accounts and cancellation will be effective on the date received by KT. Upon receipt, KT will follow industry procedures for any applicable refunds as outlined in the supplier’s terms and subject to their review. If you are entitled to a refund, please note that the supplier is responsible for this refund, not KT. Generally, flight tickets, hotel reservations and other items provided for the travel cannot be refunded if they are partially used. We are not responsible for a supplier’s failure to provide a refund, and refunds will not be provided until monies are received from suppliers.
In addition to our suppliers’ terms, you will also be subject to the following fees including the nonrefundable portion of the service fee:
- Cancellations received from December 15, 2024, to February 1, 2025 – forfeit $500 per person plus any cancellation charges (if any) from local suppliers/airlines.
- Cancellations received from February 2 to April 1, 2025 – forfeit $1250 per person plus any cancellation charges (if any) from local suppliers/airlines.
- April 2, 2025, to departure – no refund
- There will be no refunds for unused services.
CANCELLATION DUE TO LACK OF PARTICIPATION: If a tour is cancelled due to lack of participation, any refund provided will be less than a $500 service fee.
CANCELLATION OR RESCHEDULING BY SUPPLIER: In the event the Supplier chooses to change the departure date, the standard cancellation charges remain effective for the original departure date. Cancellation of a tour without KT’s consent is subject to standard cancellation charges.
CANCELLATION BY KT: KT reserves the right to cancel any tour at its sole discretion. In the unlikely event, a tour is cancelled by KT and KT is unable to reschedule, except in the case of force majeure as described below, all funds collected from any participant will be promptly refunded in full. Money is refunded to the original payer.
FORCE MAJEURE: We cannot accept liability, provide any refund, or pay any compensation where the performance or prompt performance of our contractual obligations is prevented or affected, or you otherwise suffer any loss, injury, death, inconvenience or damage as a result of circumstances amounting to “force majeure”. “Force majeure” means any event or circumstance which we or the supplier of the services in question could not foresee or avoid. Such events and circumstances may include, acts of God, actual or threatened, war, insurrection, riots, strikes, civil action, decisions by governments or governing authority, technical or maintenance problems with transport, changes of schedules or operational decisions of air carriers, terrorist activity or the threat thereof, industrial action, natural or nuclear activity, epidemic, pandemic, illness, physical injury, quarantine, medical or customs or immigration regulation, delay, or cancellation, adverse weather conditions, fire and all similar events outside our control.
RESPONSIBILITY/ASSUMPTION OF RISK: Kingdom Tours, its employees, representatives, and agents (hereinafter “KT”), is acting solely as an intermediary agent for the travel suppliers providing means of transportation, hotel and/or all other related travel services being purchased (the “Third Party Providers” and/or “Suppliers”). KT is an independent contractor and is not an employee, agent or representative of any of these suppliers. KT does not own, manage, operate, supervise, or control any transportation, vehicle, aeroplane, hotel or restaurant, or any other entity that supplies services related to your tour. KT is not affiliated with any other tour operator. All suppliers are independent contractors and are not agents employees or representatives of KT. All tickets, receipts, coupons, and vouchers are issued subject to the terms and conditions specified by each supplier, and by accepting the coupons, vouchers, and tickets, or utilizing the services, all customers agree that KT shall not be liable or responsible for any injury, illness, loss or damage to any person or property or additional expense involved with travel resulting directly or indirectly from any occurrence beyond the control of KT. Therefore, KT, hold themselves free of responsibility for any damage(s) from any cause(s) whatsoever. KT will not be responsible for any damage, expense or inconvenience caused by late air, rail or boat arrivals or departures or by any change of schedules or other conditions; nor will they be responsible for the loss of, or damage to baggage or any article belonging to the passenger. The right is also reserved to decline to accept or retain any person travelling under our auspices. The carriers concerned are not to be held responsible for any act, omission or event during the time passengers are not on board their plane or conveyance. The passenger contract used by the carriers concerned, when issued, shall constitute the sole contract between the carriers and the purchasers of this tour and/or the passengers. KT and their agents and suppliers reserve the right to change the sequence of the itinerary to re-route, substitute or change certain site visits according to local conditions at the time of our stay. KT will not be responsible for acts of God, detention, annoyance, delays, quarantine, strikes, thefts, pilferage, force majeure, diseases, mechanical difficulties, failure of any means of transportation to arrive or depart as scheduled, civil disturbances, terrorism, government restrictions or regulations, and discrepancies or changes in transportation or hotel services or any other matter or event over which and KT have no control; or for any state of quality, hygiene, political stability, cuisine, sanitation facilities, cleanliness, telecommunications facilities, methods of conducting business, emergency medical evacuation, treatment or medical services existing at any travel destination. These risks are not an exhaustive list but are examples of many kinds of risks. You are voluntarily participating in these activities with the knowledge that there are potentially significant dangers involved, and you hereby agree to accept any risks. As lawful consideration for the agreement with KT to participate in such trips and activities, you agree you will not make a claim against KT, its related companies or its personnel or sue for bodily injury, emotional trauma, death, property loss or damage or other loss, cost or expense, however, caused, as a result of or related to your contracting for, travelling to or from, or in any and every other way participating in the trip.
You release KT, its related companies and its personnel from all claims, known or unknown, arising from contracting for, travelling to or from, and in any and every way participating in a trip. This release of liability and assumption of risk agreement is entered into on behalf of you and all members of your family and party, also including minors. This agreement also binds your heirs, legal representatives and assigns. By embarking upon his/her travel, the passenger voluntarily assumes all risks involved with such travel, whether expected or unexpected.
The issuance and acceptance of any exchange orders or tickets shall constitute consent by the purchaser and/or passenger to the foregoing conditions. All exchange orders and tickets are also subject to such additional terms and conditions and additional fees as the Third-Party Providers may impose. Finally, KT shall not be liable for any funds received from the purchaser and/or passenger and paid over to any Third-Party Provider who subsequently becomes insolvent files any bankruptcy or similar proceedings or fails to deliver services. Nor shall KT be responsible for any refunds for cancellation when funds have already been paid by KT to the Supplier. In such case, guests agree that their only cause of action shall be against said Supplier.
YOUR CONDUCT: Each participant is expected to act responsibly and adhere to all behaviour guidelines established by KT and our local Suppliers. We and our local Suppliers reserve the right to remove you from any trip if you endanger yourself or others or disrupt the general well-being of the trip itself. In any such case, there will be no refund.
When you book with us, you accept responsibility for any damage or loss caused by you. Full payment for any such damage or loss (reasonably estimated if not precisely known) must be paid directly at the time to the accommodation owner-manager or other supplier. You must indemnify us for the full amount of any claim (also including legal costs) made against us. KT is not responsible for any costs incurred concerning a guest removed from a vacation/holiday. Guests agree not to hold KT or any of its related entities liable for any actions taken under these terms and conditions.
CHANGES TO ITINERARY: KT reserves the right (i) to substitute hotels and make such alterations in tour itineraries as may be necessary or desirable for the convenience of the parties and the proper carrying out of the tour(s); and (ii) to decline to accept or retain any person as a member of any tour. All additional costs, if necessary, shall be the passenger’s responsibility.
SEVERABILITY: If any provision of these terms and conditions shall be held unenforceable, such provision shall be struck and the remainder shall remain enforceable.
JURISDICTION: All disputes arising under, in connection with, or incident to this agreement shall be litigated, if at all, in and before a court located in the City of Pretoria, Gauteng in South Africa, and in the courts of no other city, state or country. In all such cases, South African law shall apply concerning conflicts of law principles. Retention of tickets, reservations or bookings by the purchaser and/or passenger after issuance shall constitute consent to the above terms, as well as an agreement on his/her part to convey the contents hereto to his/her travel companions or group member. All guest claims must be submitted in writing and received by KT no later than sixty (60) days after the completion of the KT travel. Guest claims not submitted and received within this time shall be deemed waived and barred